Job summary
The Nursing Directorate has an exciting opportunity for a current or aspiring band 4 administrator to develop their skills and knowledge in practice development.
The successful candidate will be responsible for developing administration systems within the Deputy Director's Team and providing day to day administrative support to the team and support them in their relevant portfolios.
The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality.
Main duties of the job
- Coordinate meetings with the meeting chair including following up actions, drafting the agenda in plenty of time and producing accurate minutes.
- To provide administrative support to the Leads for Meetings including setting up of meetings, diary management, MS Teams presentations, diary invitations through Outlook as required.
- To undertake general office duties and to use information technology for a range of purposes.
- To provide administrative support to the Leads for presentations including setting up of equipment, providing handouts and refreshments as appropriate.
- To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
About our locations:
Springfield University Hospital, Tooting
Our largest, 19-ward site is in Springfield Village, created following our £150m investment into two new world class mental health facilities. A 32-acre public park, shops and cafes are now opening. Springfield is close to shops, cafes and Tooting Bec on the Northern Line plus Earlsfield and Tooting rail stations and bus routes.
Job description
Job responsibilities
- Coordinate meetings with the meeting chair including following up actions, drafting the agenda in plenty of time and producing accurate minutes.
- To type correspondence when required.
- To have excellent verbal, written and communication skills.
- To provide administrative support to the Leads for Meetings including setting up of meetings, diary management, MS Teams presentations, diary invitations through Outlook as required.
- To maintain office filing systems and ensure information is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of minutes, correspondence, questionnaires etc are kept up to date in line with record keeping policies
- Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.
- To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
- To provide administrative support to the Leads for presentations including setting up of equipment, providing handouts and refreshments as appropriate
- To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered.
- To receive regular one to one supervision from the Executive Assistant/Lead Executive Assistant.
- As a member of the Trust Secretariat to work flexibly in order that essential priority tasks are covered and dealt with.
- To use information technology for a range of purposes.
- To report to the Executive Assistant/Lead Executive Assistant any issues that are of concern relating to health and safety of the building.
- To induct new staff to filing and administration systems.
- To have the ability to remain calm and sensitive in difficult and stressful situations.
- To take an active part in the Trusts Annual Performance and Appraisal Development Review.
- To develop self and to maintain compliance with the Trusts Statutory and Mandatory Training.
- To provide cover within the Trust Secretariat so that support is provided during periods of leave to other Directors administrative support. This will take the form of diary support to the other director, covering meetings where required and general administration support during the cover period, including minute taking.
Job description
Job responsibilities
- Coordinate meetings with the meeting chair including following up actions, drafting the agenda in plenty of time and producing accurate minutes.
- To type correspondence when required.
- To have excellent verbal, written and communication skills.
- To provide administrative support to the Leads for Meetings including setting up of meetings, diary management, MS Teams presentations, diary invitations through Outlook as required.
- To maintain office filing systems and ensure information is accessible to relevant staff, ensuring confidentiality at all times.
- To maintain a standard filing system ensuring that the filing of minutes, correspondence, questionnaires etc are kept up to date in line with record keeping policies
- Book interpreters and translators for clients appointments and monitor confirmation of bookings and action as appropriate.
- To ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets etc available for colleagues and service users.
- To undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.
- To provide administrative support to the Leads for presentations including setting up of equipment, providing handouts and refreshments as appropriate
- To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered.
- To receive regular one to one supervision from the Executive Assistant/Lead Executive Assistant.
- As a member of the Trust Secretariat to work flexibly in order that essential priority tasks are covered and dealt with.
- To use information technology for a range of purposes.
- To report to the Executive Assistant/Lead Executive Assistant any issues that are of concern relating to health and safety of the building.
- To induct new staff to filing and administration systems.
- To have the ability to remain calm and sensitive in difficult and stressful situations.
- To take an active part in the Trusts Annual Performance and Appraisal Development Review.
- To develop self and to maintain compliance with the Trusts Statutory and Mandatory Training.
- To provide cover within the Trust Secretariat so that support is provided during periods of leave to other Directors administrative support. This will take the form of diary support to the other director, covering meetings where required and general administration support during the cover period, including minute taking.
Person Specification
Qualifications
Essential
- Good standard of Written and Spoken English
Desirable
Experience
Essential
- Working In a Team.
- Working as part of an administrative team for at least a year.
- Basic Office Experience
Desirable
- Working with people suffering from mental ill health
- Working in a Multidisciplinary Health Team
Person Specification
Qualifications
Essential
- Good standard of Written and Spoken English
Desirable
Experience
Essential
- Working In a Team.
- Working as part of an administrative team for at least a year.
- Basic Office Experience
Desirable
- Working with people suffering from mental ill health
- Working in a Multidisciplinary Health Team
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
